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Live since May 2026Leisure and sportLiège region
Let's Sport · Leisure and sport · Liège region

The inbox sorts itself.

Let's Sport runs camps, birthday parties and classes for children at 19 locations. Four people answer parents and manage 850 instructors. We built the agent that sorts their emails and prepares the replies.

1h30saved per day in the run-up to camps
112emails a day at peak
6 daysfrom the first call to the first go-live

Investment: from €2,500. Paid back in about 3 months.

Before

Everything was done by hand.

Every email was read, sorted and answered by hand.

For each instructor application, the team sent a questionnaire, received a free-text reply, then copied it column by column into Excel.

Before every school holiday, more than 300 instructors sent their availability by email, each in their own format. Everything had to be reread and copied over.

What the agent does

Sort, prepare, route.

  1. Every 30 minutes, from 7 am to 10 pm, it reads new emails.
  2. It classifies each email into one of 23 request types: registration, insurance certificate, birthday, cancellation, application…
  3. It prepares a reply with the right information: prices, dates, links, phone numbers.
  4. It files the draft with the right person, with their signature.
  5. That person reviews and sends. No reply to parents goes out without approval.

Applications and availability. Applicants receive a form, and their answers go straight into the instructors file. Availability goes through a second form, updated automatically for each period.

Demo · InboxFictional examples
Hello, are there still places on the multi-sport camp in Liège for the first week of the Easter holidays? My daughter is 7. Thank you!
Camps · information→ Camps manager
Draft preparedTo review before sending
Hello, Thank you for your message. The multi-sport camp in Liège welcomes children aged 3 to 12. Remaining places and registration are here: ‹ registration link ›. Have a good day, ‹ manager's signature ›
Items ‹ in angle brackets › are filled in by the agent from your knowledge base.
The hard part

When AI isn't enough.

We first tried to have AI read availability straight from the emails. “Yes Liège, probably, not free week 2 otherwise yes everywhere”: accuracy topped out at 75 to 80%. For a camp schedule, that's not enough.

We adapted the solution: a structured form for that step, AI for sorting and answering emails. Result: 100% usable answers.

And costs. The first version used about 50 operations per email, three times the client's plan. We cached the data: one operation per email.

Results and timing

Live in six days.

  1. 30 April 2026First call
  2. 6 May 2026Sorting and replies live
  3. Mid-MayAvailability form
  4. June to AugustCosts optimised, seamless handover within the team, autumn half-term prepared
Connected toolsGmailGoogle SheetsGoogle FormsMakeOpenAI
Testimonial

“The time saved is clearly huge.”

Manager of Let's Sport, sports camps for children, Liège region (in French, with subtitles)

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